Total Point of Sale Buyer's Guide Part 2
Bar Code ScannerBar code scanners increase efficiency by reading barcode information much faster and more accurately than you could type the same information manually. Scanners are great tools that will help you...
- Serve customers faster and improve service by quickly scanning bar codes at the point of sale instead of typing a SKU.
- Reduce pricing and inventory errors. The typical error rate for human data entry is 1 error per 300 characters. Barcode scanners can be as good as 1 error in 36 trillion characters.
- Save time and improve efficiency. If all your merchandise is bar coded you can save time by checking out customers faster, instantly implementing mark downs and eliminating the problem of price tag switching.
- Reduce costs. If you have UPCs on your merchandise then you don't have to put the price tag on the product itself, which saves time and reduces handling costs.
- Improve the accuracy of your inventory. Bar coding reduces errors at receiving and at the point of sale so your inventory stays accurate.
Simply put, bar code scanners translate barcodes into numbers and letters and send the data to your computer. The actual bar code consists of a series of narrow and wide lines printed on a label or tag. Each "bar" represents a character for a bar code scanner to interpret. The scanner measures the widths of the bars and spaces, then translates the different patterns back into regular characters, and sends them to a computer or portable terminal.
In order for your scanner to work properly, it needs to support the bar code symbology (standard) that you use. The symbology is a standard that defines the width of the bars and the technical details of a particular type of barcode. For example, the UPC (Universal Product Code) is seen on almost all retail products in the USA and Canada. EAN-13 is a common code used on European retail products. And you might see UPC-A on the back of a cereal box.
Most scanners auto-detect different types of symbologies. However, you should double check and find out which symbology you’ll use before spending your hard earned money.
How to choose your scanner...
First, you can choose from 4 different technologies:
- Hand held wand / pen type scanner – This is the simplest and least expensive scanner available. Wands require you to hold them at a certain angle and be passed directly over the barcode at a consistent speed. With these requirements, wands have a high "frustration factor" making them difficult at times. Wands present a variety of challenges making them the most useful when price is the most important factor.
- CCD (Charged Coupled Device) scanner – Handheld CCD scanners will be more practical and reliable for your point of sale scanning. They cost more than a wand but they’ll be more reliable and efficient. They also work great in bright outdoor environments. However, CCDs can only read bar codes from a close distance (6 inches) and the item scanned must be flat. For example, they can’t read bar codes on bottles or cans.
- Laser scanner – Most retailers use laser scanners because they’re reliable and versatile. They can read from long distances and they’ll handle un-even surfaces like bottles. A standard laser will read a barcode from 8 to 24 inches away, and a long range scanner will read a bar code from 40 feet away. Lasers cost a little more than CCDs, ranging from $200 to $2000.
- Linear Imager – Linear imagers have become a very popular and viable alternative to lasers scanners. Linear imagers are fast, durable, affordable and they work in bright sunlight. Their only limitation is long range scanning. Linear imagers are technically similar to CCDs but they use an advanced imaging technology that allows for much faster scanning and better performance on poor quality codes. Plus linear images offer an attractive price tag – as they’re generally less expensive than laser scanners.
Scanners can plug into serial ports, keyboard wedges or USB ports on your computer. In order to decide which connection to use, you should contact your POS software provider and find out what type of connection they support. You also need to make sure that type of connection is available on your computer.
Other considerations
Once you choose the scanning technology, you have some other options to consider including...
- Hands-free or Fixed Mount Barcode Scanners
- Wireless
- Omni-directional
- High density
- Long range
- High visibility
- Will you scan "un-even" surfaces like pop cans or bottles? If so... you don’t want a Wand or CCD. You should choose a laser scanner or linear imager that can handle un-even surfaces.
- Do you need a scanner that operates under bright sunlight? If so... make sure you choose a CCD scanner, linear imager or a laser with high visibility. High visibility laser scanners use a brighter beam of light that will overcome this problem.
- Do you need to scan items at long ranges? If you scan items in a large environment (like a warehouse) choose a laser scanner with "long range" capabilities. Long range scanners typically have an "aiming beam", which is a bright dot to assist the user in locating the bar code. You can read bar codes up to 40 feet away, but the bar code needs to be large and printed on "retroreflective" material that can reflect a lot of light.
- Will you read small, dense bar codes, such as those found on jewelry tags? If so... you might need a "high density" scanner that will read down to 2-mil bar codes. (The mil is the size of the bar.)
- Do you want to scan items very fast? If so... you should consider an "omni-directional" scanner. These scanners allow you to check items very fast because it doesn’t matter how the bar code is positioned. The rest of the scanners require the bar code be turned in a specific direction because they only emit a single line. Just think about your last visit to the grocery store. Can you imagine how slow it would be if the cashier has to make sure every bar code was turned a specific direction? Omni-directional scanners save them a lot of time because it doesn’t matter which way the bar code is positioned.
- Do you want a wireless scanner so you’re not restricted by the cable? If you want to carry your scanner around to count your inventory, then you should consider a "PDT" (which is explained below). If you scan large bulky items or you need to scan items in an area where the cable denies access, then you should consider a "wireless" scanner. Wireless scanners are just like other scanners except they don’t require a cord. They’re also nice because you don’t have to worry about the cord getting damaged.
- Do you want to hold your scanner or do you want it mounted in a fixed position? If you’re like most grocery stores and you need to scan small items very fast, then a fixed mount omni-directional scanner could be your best option. They’re great because you can quickly move the item in front of the fixed scanner. But if you also scan large items you’ll need a hand held scanner too. So you’ll have to invest in two scanners and spend more money.
All this information will help you choose the right scanner but you still need to call your POS software provider and ask what they recommend. You best bet is to find a good POS provider that can help you choose the right scanner and configure it for you. (Sometimes scanners require some programming in order to work with your POS software.)
There are lots of manufacturers that offer bar code scanners. HHP, Metrologic and Symbol are popular choices. HHP offers an affordable yet very reliable hand held scanner that uses linear imaging technology. Metrologic and Symbol offer some nice omni-directional scanners.
Manufacturer websites
http://www.opticonusa.com
http://www.hhp.com
http://www.metrologic.com
http://www.symbol.com
http://www.waspbarcode.com
http://www.pscnet.com
http://www.ute.com
http://www.posiflexusa.com
Bar Code / Label PrinterIf you plan to use bar code scanners then you might need to print your own labels and apply them to bins, shelves, booklets and merchandise that don’t include UPC tags.
Bar code labels can be printed with standard dot matrix or laser printers but results can vary. These printers aren’t the ideal choice because scanners require crisp bar codes with at least 300 dpi in order to work reliably. Laser printers also require sheets of paper which make it difficult to print one or two labels at a time. In addition, they cannot produce chemical or water resistant labels that will last a long time.
That’s why most people use thermal label printers. They’re designed to produce high quality labels that last a long time. They also allow you to print one label at a time (instead of an entire sheet).
With thermal label printers, you have two basic choices:
- Direct thermal printers - With this method, the print head is in direct contact with heat activated thermal paper and no ribbon is required. As a result, costs are lower but there are several draw backs. The print color is limited to black, and the printing is not as crisp as that of thermal transfer ribbon printing. Over time the labels will turn brown, particularly when subjected to heat and sunlight. Direct thermal printing is popular in the foods industry, since most items are stored away from heat and sunlight, and the label shelf life is less than 1 year.
- Thermal transfer printers - In this method, the print head transfers ink (via heat) from a carbon ribbon onto paper - hence the name "thermal transfer." The ribbons can be different colors, so the user is not limited to black print. Printing is very crisp and durable so this method is excellent for high density bar-codes and labels that require longevity. The other benefit is that thermal transfer printers can print on paper, film, and even foil substrates.
- Will you ever need to print labels in colors other than black?
- Do the labels need to have a shelf-life of over 1 year?
- Will you be printing high density bar codes (i.e. limited space for the label / bar code)?
- Will the labels be subjected to heat or sunlight?
- Will you be printing on a variety of different substrates (i.e. papers, films and foils)?
Cost and other considerations
When choosing your printer you need to consider label usage and size. For example, if you need to print 500 labels per day then an industrial printer should be considered. If you print a couple hundred labels per day then an entry level table-top printer will do the trick.
In addition, some label printers only handle 2" labels and others handle 6" labels. If you only need to print 2" labels then you can save some money by purchasing a smaller printer. However, if you need to print larger labels for things like shipping or UPS then your might need a 4" or larger label.
If you’re wondering about the price of these devices - entry level thermal printers cost around $400 to $800 depending on the technology and size. Industrial printers can cost around $2000 to $5000. For more information you can check out some popular manufacturer websites:
http://www.zebra.com
http://www.cognitive.com
http://www.datamaxcorp.com
http://www.intermec.com
Portable Data Terminal (PDT)Sometimes you need to bring your computer with you, so you can scan bar codes and update your POS system from any location in your store. A portable data terminal (PDT) is a programmable hand held computer that can be very useful in these situations – especially for counting inventory.
A PDT will allow you to move around your store, scan the bar code of an inventory item and enter the stock quantity. Once you enter this information, the PDT can update your POS software through an upload (batch) or instantly (via wireless RF).
PDTs are powerful tools that vary in features, size and flexibility. To help you decide which PDT is right for you, here’s a review of your main options:
Scanner Option
First you must choose an integrated or external scanner option. You can choose an "integrated" terminal which includes a bar code scanner permanently attached to the top of the PDT. Or you choose an "external" version which includes a hand held scanner with a cable attached to the PDT. The most common choice is the integrated scanner option. (It’s easier to carry a single integrated unit.)
Display Screen
The display screen comes in various sizes. Typically, the display will support 4x20 or 8x20 lines. You can also choose a "character-based" terminal or a "graphical user interface". The character-based terminals use plain text to prompt the operator for data input, which can come from the bar code scanner or the keyboard. Some terminals require a graphical user interface and a stylus (or pen) to operate the software. The newer units look similar to the PDA (Personal Data Assistant) displayed at your local electronics store. In addition, some manufacturers support backlighting of the display to improve the readability.
Keyboard
PDT keyboards come in various shapes and sizes. Keyboards can be numeric or alphanumeric, with or without assignable function keys. To maximize the size of the keys on the hand held unit, some manufacturers use shift keys to combine two values per key.
Communications
The information you collect with your PDT must be sent back to the computer hosting your POS software. This can be accomplished in one of two methods – "RF" or "batch". RF (radio frequency) uses wireless communications to instantly update the information in real time. Batch systems store the collected information in the PDT until you transfer the data to the host computer with a cable. The batch data collection method isn’t in real time - but it’s much easier to implement and less expensive than RF.
Operating System
PDTs use a variety of operating systems including DOS, Windows CE and proprietary systems. The PDT’s operating system determines the programming language - such as Basic, C or Pascal. I suggest contacting your POS software vendor or reseller about their preference. Hopefully they can help you choose and program the PDT.
Cost and other considerations
PDT’s can be expensive devices ranging from $500 to $5000 depending on the technology used. A standard batch system for counting inventory will cost around $1000. If you want to carry a PDT (like the UPS guys) so you can create invoices and update inventory in real time, you’ll need a more expensive and advanced device. You’ll also need to consider the keyboard layout and the display screen so you choose a device that’s easy to use. Counting inventory doesn’t require much sophistication but creating invoices will require more features.
PDT’s also require programming and configuration to work with your POS software. If you’re a small to medium sized retailer I suggest finding a good POS vendor or reseller that can recommend, program and teach you how to utilize a PDT for your specific situation.
If you’d like to learn more, here are a few manufacturer websites for you to check out:
http://www.hhp.com
http://www.metrologic.com
http://www.symbol.com
http://www.waspbarcode.com
http://www.pscnet.com
http://www.barcodepower.com
http://www.ute.com
| To learn more, check out The POS Software Buyers Guide. To Your Success. Jeff Haefner POS buyers guide |
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